Job Title: Administrative Support Specialist
Position Summary:
The Administrative Support Specialist provides comprehensive administrative and operational support to personnel, ensuring efficient day-to-day operations and seamless coordination across all activities. This role supports logistics coordination, documentation management, inventory control, and general administrative functions to maintain an organized, compliant, and productive work environment. The Administrative Support Specialist shall assist the Chief Integration Officer (CIO), Senior Managers, and technical team members by managing administrative tasks related to operations, supply chain management, and project documentation. The ideal candidate is a self-starter capable of independently managing multiple priorities with minimal supervision to support mission execution and customer needs.
Key Responsibilities:
Administrative & Documentation Support:
- Review and organize technical documentation, specifications, and system design documents such as Technical Data Packages (TDPs)
- Support data entry, documentation management, and reporting in management systems and databases
- Draft status reports, white papers, and administrative summaries related to lifecycle, obsolescence, and configuration management
- Maintain accurate records and ensure compliance with contractual documentation requirements
- Develop and organize materials and coordinate meeting sessions
Inventory & Supply Chain Management:
- Receive, track, catalog, and organize supplies, equipment, and materials
- Conduct physical inventory counts and maintain accurate inventory records
- Monitor and document the lifecycle of equipment and supply components, including tracking obsolescence and material shortages (DMSMS)
- Coordinate procurement activities and maintain supply chain documentation
Operational Coordination:
- Coordinate logistics for visitors, demonstrations, meetings, and special events
- Schedule and support activities for all personnel to include administrative, travel, and logistics support
- Assist in planning and coordinating component-level tests, system tests, and laboratory evaluations
- Liaise with team members, engineers, and technicians to ensure operational needs are met
Technical Administrative Support:
- Maintain and operate various software applications for administrative management and documentation
- Support technical teams by organizing and tracking project-related administrative tasks
- Assist with configuration management and documentation of hardware and software systems
- Coordinate travel arrangements and logistics to meet government requirements
- Maintain budgets, tracking of projects and schedule
Professional Development & Collaboration:
- Obtain and maintain at least a Secret security clearance
- Accept guidance and direction from technical staff, senior leadership, and the CIO
- Build professional relationships and support organizational goals and future initiatives
- Execute occasional travel as required to support government contracts and operations